Office Manager

Equans; Liverpool; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

24 days annual leave increasing to 25

Life Cover 1.5x salary

Employee discount schemes

Gym membership discounts

Cycle to work scheme

Holiday purchase scheme

CSR days

Learning opportunities

Referral Rewards

Employee Assistance Program

Job summary

Equans is recruiting an Office Manager in Speke (Liverpool) for a permanent role. You will lead contract administration, workflow management and helpdesk operations across the account, ensuring compliant delivery of maintenance workflows and financial controls.

You will oversee the Helpdesk, Administration and Workflow teams, manage attendance and training, and drive continuous improvement. The role requires strong organisational and customer-focused leadership with 37.5 hours per week.

Qualifications

• Experience managing Helpdesk, Workflow or Administration Teams.
• Strong people management and leadership skills.
• Experience working within Facilities Management, Property Services or Maintenance environments.
• Experience managing SLA and KPI driven service delivery.
• Strong analytical and reporting capability.
• Experience using CAFM systems such as Maximo or similar.
• Strong Microsoft Office skills including Excel and reporting tools.
• Ability to work under pressure and manage multiple priorities.
• Experience of financial administration, purchase orders and invoice processing.

Responsibilities

• Lead, motivate and manage the Helpdesk, Workflow and Administration Teams.
• Line management including performance reviews, coaching and development.
• Conduct regular one-to-one meetings and development planning.
• Manage attendance, annual leave, sickness and resource planning.
• Promote engagement and positive team culture; escalation point for staff.
• Ensure training requirements are maintained.
• Raise and receive purchase orders for planned and reactive works.
• Review subcontractor quotations and expenditure for value and compliance.
• Manage monthly GRIR reporting and reconciliation.
• Monitor Work in Progress (WIP) and support billing processes.
• Support customer meetings and operational reviews.
• Ensure KPI/SLA performance is tracked and improved.
• Utilise Power BI and reporting tools for performance insights.

Skills

People management

Leadership

Facilities experience

SLA/KPI management

Tools

Maximo CAFM

Power BI

Excel

Job description

Job: Support Functions Other Contract type: Permanent Schedule: Full-Time Location: Speke, Merseyside Speke United Kingdom Offer ID: 92414Equans is looking for an Office Manager to join our team in Speke - Liverpool on a permanent basis. This is a full-time role working 37.5 hours per week. On offer is a competitive salary and benefits package.The Office Manager is responsible for the leadership and management of all contract administration, workflow management and helpdesk operations across the account. Acting as a central operational support function, the role ensures the efficient delivery of reactive and planned maintenance workflows, financial administration, customer service excellence and contractual compliance.The role requires a highly organised, commercially aware and customer-focused individual who can effectively lead teams, manage multiple priorities and drive continuous improvement across operational and administrative functions. The position is responsible for ensuring service delivery performance against contractual KPIs and SLAs, maintaining robust workflow processes, supporting operational teams, managing financial controls and developing a high-performing administration and helpdesk function.What will you deliver?Lead, motivate and manage the Helpdesk, Workflow and Administration Teams.Carry out line management responsibilities including performance management, coaching, training, recruitment, induction and development.Conduct regular one-to-one meetings, performance reviews and development planning.Manage employee attendance, annual leave, sickness and resource planning.Promote employee engagement and maintain a positive team culture.Act as the primary escalation point for Workflow Coordinators and Helpdesk staff.Ensure mandatory and role-specific training requirements are maintained.Raise and receipt purchase orders for planned and reactive works.Review subcontractor quotations and expenditure to ensure value for money and contractual compliance.Manage monthly GRIR (Goods Received Invoice Received) reporting and reconciliation.Monitor Work in Progress (WIP) and support billing processes.Support customer meetings and operational reviews.Ensure customer expectations are managed effectively and contractual obligations are met.Monitor KPI and SLA performance, identifying trends and improvement opportunities.Utilise Power BI, Maximo and business reporting tools to provide performance insight.What can we offer you?On offer is a competitive salary and benefits package. which includes24 days increasing to 25 days after 2 years annual leave (+ public holidays)Life Cover equivalent to 1.5 times annual salaryEmployee discount shopping schemes on major brands and retailersGym membership discountsCycle to work schemeHoliday purchase scheme2 corporate social responsibility days per yearBroad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmesAttractive Employee Referral Rewards SchemeAccess to our growing employee networks24/7 Employee Assistance Program and access to mental wellbeing appWho are we looking for?Experience managing Helpdesk, Workflow or Administration Teams.Strong people management and leadership skills.Experience working within Facilities Management, Property Services or Maintenance environments.Experience managing SLA and KPI driven service delivery.Excellent organisational, communication and customer service skills.Strong analytical and reporting capability.Experience using CAFM systems such as Maximo or similar.Strong Microsoft Office skills including Excel and reporting tools.Ability to work under pressure and manage multiple priorities.Experience of financial administration, purchase orders and invoice processing.Who are we?Equans is a world leader in energy services with nearly 100,000 employees working in more than 50 countries, with an annual turnover of over 17 billion euros.In the UK & Ireland, Equans is a provider of technical, FM, regeneration and energy services – with specialist capabilities in smart buildings, green mobility, district & embedded energy and decentralised renewables.Equans’ 13,500 UK & Ireland employees combine these activities to help businesses, public sector organisations and government to embrace the energy transition towards net zero, and also the digital & industrial transitions that are redesigning the way we move, work and live.Equans is a Bouygues group company.What's next?If this role is of interest to you, please click below to register, apply, and track your progress! A member of our Resourcing Team will review your application and be in touch.At Equans, we’re committed to building a diverse, respectful and inclusive workplace that truly reflects the communities and markets we serve.Joining Equans means being part of a culture where every voice is valued, supported by vibrant employee led networks championing inclusion and diversity across gender, ethnicity, disability, LGBTQ+, veterans, parents, and young professionals.Guided by our core values, we foster a culture of respect, integrity, collaboration, and excellence - empowering our people to deliver outstanding results and be their authentic selves every day. Our approach means we welcome candidates with transferable skills who may not meet every specific requirement, and where possible we support flexible working arrangements and reasonable adjustments to enable success.For this role, you must have evidence of the right to work in the UK. Certain roles may require applicants to undergo a Disclosure check or security vetting, as noted in the role requirements. A criminal record will not necessarily be a barrier to obtaining a position with us.As part of our recruitment process, EQUANS uses StaffVetting, our trusted third-party provider, to support the completion of employee background checks. StaffVetting delivers professional screening services in a friendly, efficient, and customer-focused way, helping us ensure the right checks are completed from the start of the application journey.\"We are Disability Confident Level 2 members, and we offer the Guaranteed Interview Scheme as part of this commitment. Where feasible, if a candidate applies under the Disability Confident Scheme and they meet all of the essential criteria, we will offer an interview. To find out more about this scheme please click here .The Equans Resourcing Team manage this requirement. Agency involvement is not required. All related enquiries should come to the resourcing team not direct to Equans Managers.